Workstation Risk Assessment Form Template for New Zealand

You need a Workstation Risk Assessment Form to comply with New Zealand's workplace health and safety requirements and protect your employees from ergonomic injuries. This document is a systematic evaluation tool that helps you identify potential risks in computer workstation setups and implement appropriate control measures to prevent workplace injuries and ensure regulatory compliance.

When do you need this document?

You must conduct workstation risk assessments when new employees start work, particularly those who will spend significant time at computer workstations. The assessment is also required when employees report discomfort, pain, or ergonomic concerns related to their workstation setup. Following workplace incidents or near-misses involving workstation-related injuries, you need to reassess the affected area. Regular periodic reviews, typically annually or when significant changes are made to workstation equipment or layout, are essential for maintaining ongoing compliance. If you're implementing new technology or office furniture, conducting assessments ensures the changes don't introduce new ergonomic risks.

Key legal considerations

Your workstation risk assessment must be thorough and documented to demonstrate due diligence under health and safety legislation. The assessment should evaluate all aspects of the workstation environment, including seating arrangements, display screen positioning, keyboard and mouse placement, lighting conditions, and environmental factors like temperature and noise. You must involve employees in the assessment process and ensure their concerns are documented and addressed. The form should include specific recommendations for improvements and a timeline for implementing control measures. Privacy considerations are crucial as the assessment may collect personal health information, requiring compliance with privacy legislation. You must maintain records of assessments and any actions taken to address identified risks.

Legal requirements in New Zealand

Under the Health and Safety at Work Act 2015, employers have primary duties to ensure worker safety and health, including providing safe workstation environments. The Health and Safety at Work (General Risk and Workplace Management) Regulations 2016 require specific risk management processes, including workstation assessments for identifying and managing ergonomic hazards. WorkSafe New Zealand's Approved Code of Practice for Visual Display Units provides detailed guidelines for computer workstation setup and ergonomic requirements that your assessment must address. You must ensure assessments are conducted by competent persons with appropriate training in ergonomic evaluation. The Privacy Act 2020 governs how you collect, store, and use personal information gathered during assessments, requiring clear consent processes and secure data handling. Regular review and updating of assessments is required to maintain compliance and adapt to changing workplace conditions or employee needs.